The Best 8 Gym and Fitness Maintenance Software for 2025

In the high-stakes world of fitness and wellness, ensuring that equipment, facilities, and operations run smoothly is not just about functionality—it's about safety, member retention, and brand trust. With chains and franchises expanding into dozens or hundreds of locations, it's no longer sustainable to manage facility maintenance through paper checklists, email threads, or scattered spreadsheets.

Modern fitness operators need intelligent, scalable solutions to manage maintenance workflows, track assets, and streamline vendor coordination. Below, we explore the top eight maintenance software platforms currently used by fitness facilities—with a clear warning for those still stuck in the past.

PRO TIP: Looking for our top recommendations for gym management software? Find it in our guide The Best 21 Gym Management and Check-In Software for 2025.

1. Woven – Best All-in-One for Multi-Location Clubs

Website: startwoven.com

Woven is an enterprise-grade, multi-module platform built specifically for multi-location gym operators. Rather than being just another CMMS (Computerized Maintenance Management System), Woven combines maintenance, training, audits, SOPs, communication, and analytics into a single, daily-use dashboard.

Key Features:

• Streamlined work order management with built-in chat and notes
  
  

• Real-time data syncing across all locations
  
  

• Vendor integrations with ecoFit, Matrix, Life Fitness, and more
  
  

• Automation for work order prioritization and dispatch
  
  

• Seamless tie-in with incident reports and location audits
  
  

Strengths:
Woven is purpose-built for gym operators who manage 20+ locations. It shines by solving the fragmentation that occurs when teams toggle between spreadsheets, texting, vendor emails, and outdated software. With Woven, communication, data, and decisions are centralized—making it easier to prevent downtime and improve accountability.

Ideal For:
COOs, Directors of Operations, and Facilities Managers scaling beyond 20+ locations.

Fitness Clients Include: Planet Fitness, 10 Gym, Absolute Recomp, Anytime Fitness, Bluewater Fitness, Crunch Fitness, Physiq Fitness, and more

2. OpenWrench 

Website: useopenwrench.com

OpenWrench is a platform and marketplace hybrid that connects gym operators with vendors to handle maintenance and repair tasks. 

Key Features:

• Vendor marketplace for competitive bidding
  
  

• In-app chat, photo uploads, and status tracking
  
  

• Invoice processing and performance analytics
  
  

Strengths: OpenWrench is easy to implement and offers significant improvements over manual vendor tracking. 

Limitations: While it excels at vendor coordination, it lacks robust internal capabilities like SOP tracking, internal audits, or incident management.

Ideal For: Operators heavily reliant on third-party vendors who need transparency and faster turnaround times.

3. EcoTrak 

Website: ecotrak.com

EcoTrak is a strong contender with a focus on real-time asset monitoring and preventative maintenance. It targets the restaurant, and retail sectors.

Key Features:

• Asset tracking and lifecycle management
  
  

• Warranty monitoring and capex forecasting
  
  

• Preventative maintenance scheduling
  
  

Strengths: EcoTrak delivers cost savings through better equipment uptime and reduced repair costs. It boasts ROI stats like 5x return and 15% lower R&M costs.

Limitations: While its financial and operational dashboards are solid, EcoTrak lacks the wider operational ecosystem (like audit workflows or incident reporting) needed by complex gym organizations.

4. FitnessEMS 

Website: fitnessems.com

FitnessEMS has been serving gyms for over two decades. It offers a simplified platform focused on fitness equipment maintenance and repair documentation.

Key Features:

• Repair history logging
  
  

• QR-based equipment ID tags
  
  

• Preventative maintenance alerts
  
  

Strengths: Built with gyms in mind, FitnessEMS delivers basic maintenance tracking with minimal setup.

Limitations: It lacks broader integration capabilities, analytics depth, and doesn’t support internal ops like auditing or training.

Ideal For: Small to mid-sized gyms that want an easy way to manage equipment maintenance.

5. MaintainX 

Website: getmaintainx.com

MaintainX is a mobile-first operations tool that excels at checklist automation, SOP tracking, and routine maintenance tasks.

Key Features:

• Digital SOPs and inspection forms
  
  

• Preventative maintenance automation
  
  

• Role-based assignments and mobile app access
  
  

Strengths: Its user-friendly interface makes it ideal for staff with little tech experience. Great for hygiene checks, safety walks, and internal protocols.

Limitations: More checklist-focused than asset or vendor-oriented. Lacks deeper maintenance analytics and equipment-specific tools.

Ideal For: Fitness centers attached to an existing large facility like colleges or hospitals.

6. Brightly (a Siemens Company) 

Website: brightlysoftware.com

Formerly known as Dude Solutions, Brightly offers extensive facility management tools for education, healthcare, and municipalities.

Key Features:

• Long-term maintenance planning
  
  

• Warranty and contract tracking
  
  

• Compliance-focused workflows
  
  

Strengths: Highly robust for institutions needing detailed documentation and capex forecasting.

Limitations: Complex, expensive, and not gym-specific. The learning curve can be steep. Possibly more features and functionality than you need. 

Ideal For: Fitness centers attached to an existing large facility like colleges or hospitals.

7. ServiceChannel 

Website: servicechannel.com

ServiceChannel is a massive FM solution often used in the restaurant, retail, and logistics industries. It supports hundreds of locations and features a wide vendor marketplace.

Key Features:

• AI-powered predictive maintenance
  
  

• Contract and compliance management
  
  

• Vendor analytics and benchmarking
  
  

Strengths: Great for small to mid-sized gyms without an internal maintenance team or pre-selected vendors. Their marketplace makes it easy to source and get maintenance work completed. .

Limitations: Often insufficient to run an internal maintenance team in the Enterprise (20+ gyms) space. Onboarding and customization can be extensive. Cost might be prohibitive.

Ideal For: Small gyms that need maintenance vendors brought to them without much internal management or administrative overhead.

8. 🛑 No Solution – The Hidden Cost of Doing Nothing

It may be surprising, but many gym operators still use pen-and-paper forms, spreadsheets, emails, or text threads to manage maintenance. While this might suffice with one or two locations, the risks grow exponentially as operations scale.

Consequences:

• Frequent downtime from missed repairs
  
  

• Zero accountability or tracking
  
  

• High labor costs and inconsistent vendor performance
  
  

• Missed warranty claims and preventable capex costs
  
  

• Unsafe environments and compliance risks
  
  

Bottom Line: If you're not using a dedicated CMMS or operations platform, you're likely bleeding time and money. The lack of visibility and standardization introduces risk at every level.

Ideal For: No one. Upgrade immediately.

Conclusion: Choose Proactive, Not Reactive

As the fitness industry continues to scale, streamline, and digitize, facilities management is no longer an afterthought. It’s a core pillar of operational success. Whether you're overseeing 10 locations or 300, the right software not only cuts costs—it builds culture, safety, and consistency.

Woven stands apart as the only platform purpose-built for multi-location gym operators who need more than just a maintenance tool. From integrating vendors to automating workflows, it’s the operational command center modern fitness chains have been waiting for.

Looking to eliminate the guesswork? Book a Woven demo and see how your team can go from reactive chaos to proactive control in under 90 days.

FAQs

What’s the difference between gym and fitness studio “management software” and “maintenance software?”

Understanding the difference between gym and fitness studio maintenance software and management software is essential. Gym maintenance platforms support the operational backbone of a fitness center—tracking equipment performance, handling service and repair requests, scheduling preventative maintenance, and ensuring safety and compliance standards are met. On the other hand, gym management software is designed for front-end operations such as member check-ins, class scheduling, billing, and customer relationship management (CRM). Both tools are crucial for running an efficient, modern facility, but mixing them up can lead to overlooked gaps in operations.

How many gym locations are required before a fitness group must adopt a maintenance software solution? 

Once a fitness group reaches around 20+ locations, the operational complexity typically demands a centralized maintenance software solution. At this scale, managing equipment, repairs, vendor coordination, and task follow-through via email, spreadsheets, or text becomes inefficient and error-prone.

By the time a group hits 50+ locations, continuing without dedicated maintenance software introduces significant risk and operational drag. Common issues include longer equipment downtime, missed service follow-ups, lack of accountability, and inconsistent repair records—all of which compound across locations and impact member experience and brand reputation.

Implementing a standardized solution like Woven at or before the 30-location mark ensures you can scale predictably, enforce accountability, and minimize inefficiencies long before they become systemic problems.